Executive Assistant & Operations Partner to CEO

Parallel Systems; Los Angeles (CA); On-site; USD 90,000 - 110,000; Full time

Job summary

Parallel Systems in Los Angeles is seeking an experienced Executive Assistant to support our CEO and help drive efficiency across the executive office. You will manage complex calendars, communications, and travel planning while partnering with leadership to shape the company's day-to-day operations.

This role requires discretion, superb organization, and the ability to handle confidential information. You will oversee office operations, coordinate events, and act as the main point of contact

Qualifications

• 4+ years of experience as an Executive Assistant supporting a C-level executive.
• Exceptional organizational and time management skills.
• Strong written and verbal communication.
• Ability to multitask and prioritize in a fast-paced environment.
• A high degree of professionalism and discretion.
• Proficiency with Office 365, Slack, Zoom, and other common office tools.

Responsibilities

• Own the CEO’s calendar end-to-end, proactively resolving conflicts, coordinating across time zones, triaging meeting requests against the CEO’s top priorities, and protecting time for high-impact work
• Optimize the CEO’s inbox, ensuring emails are routed and addressed in a timely manner, including ghostwriting for the CEO as needed
• Coordinate the CEO’s domestic and international travel arrangements, including flights, lodging, ground transportation, and travel briefs outlining meeting agendas, participants, and context
• Prepare meeting materials, take notes, and track follow-ups
• Anticipate needs and proactively remove barriers to the CEO’s effectiveness
• Handle sensitive and confidential information with discretion
• Support special projects, sometimes in partnership with the Chief of Staff
• Oversee day-to-day office operations to maintain a clean, efficient, and welcoming environment, with support from the Front Desk Administrator and Shop team as needed
• Serve as the point of contact for VIP onsite visitors
• Maintain and improve internal systems such as company directories for important documents including NDAs and contracts
• Support planning and execution of in-office events, company gatherings, and team offsites
• Assist with space planning to ensure the workspace can accommodate company growth and team synergies

Skills

Executive support

Organization

Time management

Communication

Multitasking

Discretion

Tools

Office 365

Slack

Zoom

Job description

Parallel Systems in Los Angeles is seeking an experienced Executive Assistant to support our CEO and help drive efficiency across the executive office. You will manage complex calendars, communications, and travel planning while partnering with leadership to shape the company's day-to-day operations.

This role requires discretion, superb organization, and the ability to handle confidential information. You will oversee office operations, coordinate events, and act as the main point of contact